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Insight Housing is Hiring a Senior Executive Assistant Near Berkeley, CA
Benefits:
- Free Dental & Vision
- 19 Paid Holidays- Including 4 Mental Health Days
- Retirement Plan with a match
- Paid Training
- 10-year anniversary sabbatical
- Flexible Spending Accounts
- Professional Development Allowance
- Paid Parental Leave benefit
- Discounted Pet Insurance
- Affordable Health Insurance (50% dependent coverage paid by employer)
- and many more!
Company Overview
For more than 50 years, Insight Housing has provided a comprehensive range of housing, food, and support services to help those in need move from homelessness into a safe and affordable home of their own. We serve in seven counties in the bay area - Alameda, San Francisco, Contra Costa, Solano, Sacramento, San Joaquin, and Amador County. We are proud of our team members who are very dedicated to our mission of ensuring everyone in our community has a home through supportive, equitable, and sustainable housing solutions.
Position Summary
Under supervision of the Chief of Staff, the Sr. Executive Assistant will provide high-level administrative support to the Chief Executive Officer and Chief Operating Officer, supporting scheduling, meeting preparation, and small event planning; and being able to anticipate needs on an ongoing basis. They will also support other members in the C-Suite team, as assigned and be the primary administrative liaison and support for Insight Housing’s Board of Directors. This role is pivotal in ensuring the CEO and COO's day-to-day operations run smoothly, allowing them to focus on strategic initiatives and decision-making.
This position requires excellent communication and project management skills with strong attention to details,good judgement, positive attitude, flexibility, efficiency, deadline driven, and someone who is proactive. The candidate must also be able to work under minimal supervision and exercise discretion and independent judgement regarding matters of significance and confidentiality on behalf of executive leadership. The candidate must be able to work in a fast-paced environment and be able to pivot at a moment's notice, understanding the priorities of the agency and the CEO. They must be technically proficient, a quick learner, and able to manage ambiguity.
As the main liaison for the CEO, COO, Chief of Staff, and Board of Directors, the Sr. Executive Assistant will maintain a professional and welcoming demeanor, serving as a positive representative of Insight Housing and the administration office with diverse stakeholders.
Essential Duties and Responsibilities
- Manage the complex calendars of the CEO and COO and schedules for the C-Suite team, including prioritizing and resolving related conflicts and competing demands and proactively scheduling important meetings with internal and external individuals. Act as first point of contact for the Office of the CEO.
- Maintain in-depth understanding of the CEO and COO’s priorities and workload to anticipate their needs, prioritize, and proactively solve problems, offer scheduling tradeoffs, and/or independently handle issues.
- Provide confidential administrative and planning support for all Board related meetings, Committees, and events including planning and attending Board meetings, drafting, and distributing agendas, preparing Board meeting presentations, taking minutes, preparing and archiving all Board-related documents, and coordinating Board resources.
- Establish and maintain effective professional business relationships with all levels of management and employees.
- Prepare communications on behalf of the CEO and COO such as memos, emails, reports, and other correspondence as assigned, maintaining the highest level of tact and confidentiality at all times.
- Serve as CEO and COO’s liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep them informed of all matters requiring their attention.
- Facilitate communications with key stakeholders including but not limited to funders, donors, volunteers, and partners.
- Provide logistical support to meetings and other events to ensure successful outcomes; locate meeting sites and arranges catering, audiovisual and other room/meeting requirements, may provide other meeting support such as agenda and materials preparation, attend meetings and record and distribute minutes or other meeting documentation for the CEO and COO.
- Gather and synthesize data and prepare complex weekly report including charts, graphs, and tables to help the CEO and COO plan for their week and stay up to date on current projects.
- Provide administrative and data entry support to other departments as needed.
- Conduct research and analyze data, as assigned.
- Manage multiple special projects as assigned; anticipate and track critical dates, events and organizational issues for CEO and COO; follow up with appropriate parties to ensure deadlines are met.
- May assist with overseeing the Administrative Assistant.
- Assist with managing general operations and organization of office, as assigned.
- Make travel arrangements and prepare/process expense reports.
- Perform general administrative tasks as assigned including mail distribution and database updates.
- Drive own or agency vehicle to the field and to other program sites, as required; documenting and reporting mileage according to agency procedures, so that services can be provided in a timely manner; comply with agency driving policy at all times.
- Participate in promoting a safe, healthy, and clean working environment consistent with agency’s health and safety practices.
- Attend and participate in all meetings and trainings as assigned.
- Complete and submit timesheets in a timely and accurate manner.
- Work within the framework of Insight Housing’s Code of Conduct.
- Perform other tasks as assigned.
Qualifications, Skills, and Abilities
- Bachelor’s degree in Business Administration or related field highly preferred.
- 5 years of progressive experience providing high-level support to C-Suite teams.
- Commitment to serving individuals experiencing homelessness. Understanding of and sensitivity to issues related to homeless, low income, mentally disabled, and chemically dependent persons.
- Must be able and available to work after hours to attend board meetings and other events.
- Exceptional organization and time management skills. Strong project Management skills are a must.
- Successful track record organizing, prioritizing, and managing multiple tasks and deadlines, with excellent results.
- Excellent verbal and written communication skills.
- Excellent interpersonal skills with the ability to interact with various internal and external stakeholders, (C-Suite executive, Board, program participant, etc.).
- Ability to interact in a supportive and professional manner with staff and clients of diverse cultural and economic backgrounds.
- Ability to provide good customer service. Communicate effectively and maintain a calm demeanor in stressful situations.
- Must have excellent attention to detail, including writing, copy-editing, and proofreading skills.
- Must be highly resourceful, finding solutions and alternatives in challenging situations. Critical thinking, sound judgement, and ability to anticipate needs is a must.
- Strong calendar management experience, directing and overseeing multiple schedules and calendars.
- Ability to handle confidential and sensitive material with discretion and tact.
- Tech savviness: Must be highly proficient in Microsoft Office suite, email, internet, and calendaring applications. Experience with Salesforce, virtual meeting platforms, and design software, such as Canva. Ability to learn and be comfortable with using new systems and technology.
- Ability to communicate and interact in a supportive and professional manner with colleagues and program participants with a diverse range of abilities and cultural, racial, gender, and economic background.
- Flexibility to adjust to rapidly changing priorities with a can-do attitude.
- Ability to work with minimal instruction and supervision, multitask, maintain confidentiality, and meet deadlines.
- Ability to maintain professional conduct, attitude and appearance at all times.
Special Requirements
- This position requires frequent driving. A valid California driver license, reliable personal vehicle, current personal auto insurance as required by law, and an MVR sufficient to obtain and reasonably maintain insurability under agency auto liability policies.
- Must be able to receive and maintain criminal records clearance.
Physical Requirements
- Regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms.
- Frequently required to stand, walk, sit, climb stairs, talk, hear, and see clearly.
- May be occasionally required to stoop, kneel, or crouch.
- May be required to lift or move up to 10 lbs.
We are extremely proud of our diverse team and welcome all qualified applicants regardless of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Compensation: $80,000-$95,000 DOEE
Job Summary
JOB TYPE
Full Time
SALARY
$96k-123k (estimate)
POST DATE
05/12/2024
EXPIRATION DATE
07/11/2024
WEBSITE
insight-housing.com
SIZE
<25
Show more
The job skills required for Senior Executive Assistant include Administrative Support, Scheduling, Presentation, Microsoft Office, Planning, Time Management, etc. Having related job skills and expertise will give you an advantage when applying to be a Senior Executive Assistant. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Senior Executive Assistant. Select any job title you are interested in and start to search job requirements.
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